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Administrative Business Assistant - Teacher Education Department
Position Description Serves as the principal secretarial support to a department head. This classification is restricted for use in the office of a chairperson of a large academic department, a director of a large, approved center or institute, a director of a budgeted large administrative department, or a higher-level administrative officer. Responsible for independent performing highly responsible and confidential clerical duties. May be required to supervise clerical staff and/or assume considerable responsibility for office management. A thorough knowledge of the policies and procedures of the employing unit as well as a familiarity with overall University policy is necessary to conduct the assigned work.
Performance evaluation is based on the coordination and accomplishment of office activities within established policies. About the University Established in 1923, Texas Tech University is a Carnegie R1 (very high research activity) Doctoral/Research-Extensive, Hispanic Serving, and state-assisted institution. Located on a beautiful 1,850-acre campus in Lubbock, a city in West Texas with a growing metropolitan-area population of over 300,000, the university enrolls over 40,000 students with 33,000 undergraduate and 7,000 graduate students. As the primary research institution in the western two-thirds of the state, Texas Tech University is home to 10 colleges, the Schools of Law and Veterinary Medicine, and the Graduate School. The flagship of the Texas Tech University System, Texas Tech is dedicated to student success by preparing learners to be ethical leaders for a diverse and globally competitive workforce. It is committed to enhancing the cultural and economic development of the state, nation, and world.
About Lubbock:Referred to as the "Hub City" because it serves as the educational, cultural, economic, and health care hub of the South Plains region, Lubbock boasts a diverse population and a strong connection to community, history, and land. With a mild climate, highly rated public schools, and a low cost of living, Lubbock is a family-friendly community that is ranked as one of the best places to live in Texas. Lubbock is home to a celebrated and ever-evolving music scene, a vibrant arts community, and is within driving distance of Dallas, Austin, Santa Fe, and other major metropolitan cities. Lubbock's Convention & Visitors Bureau provides a comprehensive overview of the Lubbock community and its resources, programs, events, and histories. Major/Essential Functions
- Based on the department's expectations and needs, complete scheduling by setting up schedule builder, course & section inventory with the Office of Registrar, coordinating room assignments, instructor preferences, class sizes, and closures. Maintains up-to-date knowledge of course modalities and scheduling timelines to ensure accurate and efficient academic planning aligned with institutional standards, identifying and resolving potential errors to ensure timely, accurate, and error-free registration.
- Oversee and complete faculty-related reporting tasks, including workload documentation, textbook orders, employment forms, Digital Measures entries, and grade submissions in Banner and other TTU systems. Performs these tasks in alignment with academic and administrative deadlines to ensure accurate, timely, and compliant reporting across university platforms.
- Assist with financial reporting and departmental budget management as needed, including tracking financial documents in accordance with reporting timelines to support accurate and timely financial operations. Reconcile departmental PCard transactions, ensuring all charges are properly documented, approved, and submitted in accordance with university accounting and procurement policies.
- Monitor inventory and place orders for office supplies, materials, and equipment to support departmental operation,s including assisting with shipping of equipment each term. Ensure cost-effective purchasing that meets university requirements and timely delivery.
- Execute daily office duties including data entry, email responses, and phone inquiries utilizing Microsoft systems, TEAMS, and Zoom to maintain consistent and organized administrative operations.
- Complete and submit all new hire paperwork, faculty credentialing, onboarding documentation, and ePAF updates for department faculty in a timely manner. Serve as liaison between the department and HR/payroll as needed during the process.
- Manages calendars, schedules meetings, and prepares documents and materials. Collaborates on the development of materials for workshops, presentations, and events, ensuring timely, organized, and high-quality administrative support for departmental leadership, activities, and events.
- Provides technical setup and troubleshooting during regularly scheduled meetings and events, records minutes, and distributes documentation to ensure accurate records and smooth execution.
- Contribute to departmental initiatives and continuous improvement by performing additional duties as assigned and assisting in special projects as needed.
Required Qualifications Proficiency in written and mathematical processes that may be reflected by the completion of high school or the equivalent. Four years progressively responsible clerical experience, including one-year supervisory experience. Additional education and/or related experience to equal four years may substitute on a year for year basis. Preferred Qualifications
- Knowledge of institutional policies and procedures.
- Understanding of organizational structures of American public-school teaching workforce
- Ability to type and proofread documents.
- Ability to record, type, and organize meeting minutes.
- Ability to use independent judgment and take initiatives.
- Ability to maintain a calm and professional demeanor in a fast-paced environment.
- Characteristics of detail oriented and highly organized, especially with record keeping.
- Characteristics of customer service oriented and work well with others.
- Excellent communication in all forms (i.e., speaking and writing) and interpersonal skills.
- Experience with TTU systems including TechBuy, Chrome River, and Ad Astra
- Proficiency in Microsoft Office, PDF, and Excel applications.
- Strong organizational and time management skills.
Safety Information Adherence to robust safety practices and compliance with all applicable health and safety regulations are responsibilities of all TTU employees. Does this position work in a research laboratory? No Required Attachments Cover Letter, Professional/Personal References, Resume / CV Job Family Organizational Administration Job Sub Family Administrative Operations Hourly Pay Range $19.47 - $25.29 - $31.15 Pay Statement Compensation is commensurate upon the qualifications of the individual selected and budgetary guidelines of the hiring department, as well as the institutional pay plan. EEO Statement All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information or status as a protected veteran. |
Texas Tech University
Nov 27, 2025